healthcare recruiting email templates
Mar 10, 2023 — Allie Barshinger

7 Email Templates for Healthcare Recruiters

Email marketing isn’t the newest or flashiest way to recruit candidates, but email is often far more effective than social media platforms.

A quality healthcare recruitment email should have several elements. First, the subject line should be short, straightforward, and personalized. It’s also essential to introduce yourself and explain the purpose of the email in the opening paragraph.

The body of the email should be used as an opportunity to set expectations and build excitement about the opportunity, project, or company. Lastly, it’s crucial to be clear about what to do next and specify timeframes when appropriate.

By including these key elements in your recruitment emails, you can create a compelling message that resonates with prospective candidates and encourages them to take the next step in the hiring process.

Email Templates for Different Scenarios

Person on laptop representing emails being sent

While it’s important to avoid copy-pasted emails and opt for more personalized content to keep candidates engaged, templates can help get the ball rolling. Here are some recruiting email templates for different scenarios within the healthcare recruitment process:

Basic Cold Recruiting Email Template

This template could be an introductory email to recruit most specialties within the healthcare industry. Making good first impressions is vital to helping you build relationships with candidates.

Include enough facts about the open position to spark interest, and feel free to pull information from the job description. Also, make sure they feel free to contact you for a quick call for more details.

While this template is perfectly fine, there’s room for improvement. For example, you can try different subject lines to see which ones work best for the initial contact.

Man using laptop in a snow storm, representing cold emails

Subject: Travel Nursing Opportunity at [Healthcare Facility]

Dear [Recipient],

I hope this email finds you well. My name is [Your Name], and I am a recruiter for [Your Company], a leading provider of travel nursing opportunities nationwide. Our team specializes in connecting experienced nurses like you with top healthcare facilities needing your skills.

I’m contacting you today because we have an exciting travel nurse assignment at [Healthcare Facility]. Our client is seeking a skilled nurse to join their team for a 13-week assignment starting in [Start Date]. The facility is located in [City, State] and offers state-of-the-art facilities, competitive pay rates, and an excellent work environment.

The ideal candidate for this position is an experienced [Specialty] nurse passionate about providing high-quality patient care. In addition to your nursing skills, you should possess excellent communication, critical thinking, and time management skills.

If you are interested in learning more about this travel nursing opportunity at [Healthcare Facility], please don’t hesitate to reach out to me. I am happy to answer any questions and explore the potential for us to work together.

Thank you for considering [Your Company] for your travel nursing needs.

Best regards,

[Your Name]

Improved Cold Recruiting Email Template

As you can see, you can improve this cold email with only a few minor changes. You should always look for ways to make these introductory emails more personalized to each candidate. For example, listing how you found them and what caught your attention is a great way to show interest. Add specific call times to put the ball in the potential client’s court.

Recruiting emails on laptop

Subject: [Specialty] Nursing Assignment at [Healthcare Facility]

Dear [Recipient],

My name is [Your Name], and I am a recruiter for [Your Company]. I came across your profile on [Source] and was impressed by your experience in [Specialty]. I wanted to contact you directly to discuss a unique travel nursing opportunity that I think would be an excellent fit for you.

We have an exclusive travel nursing position available at [Healthcare Facility] in [City, State], starting on [Start Date]. Our client is seeking a skilled [Specialty] nurse to join their team for a 13-week assignment. The facility offers state-of-the-art equipment and an excellent work environment.

I understand you may have questions about this opportunity, and I would be happy to discuss over the phone. I would love to learn more about your experience and what you’re looking for in a travel nursing assignment. If you are interested, please let me know a convenient time for a quick phone call. I am available to speak with you at any of the following times:

[Date/Time 1]

[Date/Time 2]

[Date/Time 3]

Thank you for considering [Your Company] for your travel nursing needs. I look forward to hearing from you soon.

Best regards,

[Your Name]

[Your Company Name]

Pipeline Request Template

While it’s great to match the right candidate with a suitable facility as soon as possible, there are times when you will run into great candidates you don’t have the correct position for (yet). For these instances, use a pipeline request email similar to this template.

Recruiting pipeline visualization

Subject: Potential Opportunities for [Candidate Name]

Hi [Candidate Name],

I recently came across your profile and was impressed by your impressive credentials and unique experience in [Specialty]. While we don’t have an assignment, I would like to keep your information on file and stay in touch when we do.

At [Your Company Name], we specialize in locum tenens and physician staffing. We would love to keep you in mind for future opportunities that may be a good fit for you.

If you’re open to it, please confirm your phone number so we can stay in touch and inform you about any job openings that may interest you.

Thank you for your time, and please let me know if you have any questions or concerns.

Best regards,

[Your Name]

[Your Company Name]

Follow-Up Template

A good follow-up email is simple and to the point. The goal is to reintroduce the opportunity to the candidate to get a response. Don’t overdo it; keep your follow-up emails brief.

Laptop image representing sending follow-up emails

Subject: [Company Name] Job Opportunity Follow-Up

Dear [Candidate Name],

I recently contacted you about a job opportunity for a traveling occupational therapist at [Company Name]. I wanted to follow up to see if you were still interested in the position.

Please let me know if you’re interested, and we can proceed with the application process. If the position is no longer attractive to you, let me know as soon as possible so we can update the records.

Thank you for your time and consideration, and I look forward to hearing back from you soon.

Best regards,

[Your Name]

[Your Company Name]

Interview Set-Up Template

Since your potential candidate agreed to an interview, confirming the details with an additional email is crucial. Again, you want to keep it simple and to the point while providing all the information that they will need to get to the interview.

interview with a healthcare professional

Subject: Interview Scheduled – Traveling Radiology Technician

Dear [Candidate Name],

I am excited to confirm that we have scheduled an interview with you for the position of traveling radiology technician at [Company Name]. Your qualifications and experience are impressive, and we believe you would be an excellent addition.

The in-person interview will take place at our facility located at [Address] on [Date] at [Time]. Please let me know if this time and Location work for you, and if not, we can work to find a more suitable time.

During the interview, we are happy to answer any questions you have about the job. For more information about [Company Name], check out our [About Us Page].

We believe you have much to offer, and we look forward to getting to know you better during the interview. If you have any questions or concerns, please get in touch with me anytime.

Best regards,

[Your Name]

[Your Company Name]

Job Offer Email Template

Let’s say that your candidate’s interview was perfect, and they were offered a job. Here’s an example of what that could look like in an email. Please note that hiring offer emails will look different depending on how recruiting is handled in each healthcare facility.

Healthcare professional getting a job offer

Subject: Job Offer: 13-Week Travel Nurse Assignment

Dear [Candidate Name],

I am pleased to extend the job offer for the travel nurse position at [Healthcare Facility Name]. We were impressed by your [qualifications and experience] during the interview, and we believe you would make an excellent addition to our team.

The job offer is for a 13-week travel nurse assignment, which will commence on [Start Date]. You will be required to work [Number of Hours] per week, and your work schedule will be [Schedule]. The assignment will take place at our facility located in [Location].

As part of the job offer, you will receive a competitive hourly rate of [Hourly Rate]. We will also provide housing/relocation assistance to make your transition to the area as smooth as possible.

We will also assist you in obtaining the necessary state licenses and certifications required for the assignment.

Please sign and return the attached offer letter by [Date] to accept this job offer. We will then provide you with the necessary paperwork to complete this assignment, including any required background checks and drug screenings.

If you have any questions or concerns, please get in touch with me anytime. We look forward to welcoming you to our team as a travel nurse.

Best regards,

[Your Name]

[Your Company Name]

Rejection Template

You may have spent considerable time finding a candidate that seems like an excellent fit for an assignment, only to discover that they are not after an interview. Here’s a template to break the news with your candidate while keeping the door open for other opportunities.

Healthcare professional opening a rejection email

Subject: Update on Your Interview with [Healthcare Facility Name]

Dear [Physician Name],

I hope this email finds you well. I wanted to provide you with an update on your recent interview for the position of [Job Title] at [Healthcare Facility Name].

After careful consideration, the hiring team at [Healthcare Facility Name] has decided that your [Reason for Rejection] is not the right match for the current position. Although we cannot proceed now, we want to thank you for taking the time to speak with us and for your interest in working with our team.

We understand this may not be the outcome you hoped for, but we value your skills and experience as a physician. We want to keep in touch if we encounter a position that aligns more closely with your expertise. If you are open to this, please let us know, and I will keep you informed of any relevant opportunities that become available in the future.

If you have any questions or want to discuss feedback from the interview process, please don’t hesitate to contact us.

Thank you for considering this opportunity, and we hope to hear from you soon.

Best regards,

[Your Name]

[Your Company Name]

Recruiting the Best Candidates

Hopefully, you can use these templates to inspire your own personalized recruiting emails to your candidates. Test as you go to see what changes can get better response rates. If you need a strong candidate pool to test these templates, consider working with leading online job boards such as,, or

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